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Departmental Records Schedules
 
 
 
 
UNC General Records Retention and Disposition Schedule

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series.

Disposition all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.

Destruction
takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.

Original and Reference Copy original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

There must be no destruction of records if litigation or audits or other official action involving the records is pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.


 
<h3>Student - Academic Records</h3>
Item 214. ACADEMIC ACTION AUTHORIZATION. Authorization to change student database.
Items: forms, correspondence
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation or separation.

Item 215. ACADEMIC RECORDS REPORTS. Comply with 20 USCA 1232g .
Items: athletic eligibility, enrollment, grade distribution, international students, incompletes, failures, degree statistics, race, ethnicity, schedule of classes, student ranking, retention
DISPOSITION INSTRUCTIONS: Original: Data retained in Registrar’s Office permanently. Destroy in office reports when administrative value ends. Reference: Destroy in office when reference value ends.

Item 216. ACADEMIC STUDENT ADVISING. Comply with 20 USCA 1232g.
Items: advisors’ notes and reports, copies of transcripts, official graduation audits, comprehensive exam results, correspondence, recommendation letters
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation or separation.

Item 217. APPLICATIONS FOR GRADUATION. Completed student applications to graduate. Comply with 20 USCA 1232g.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office 1 year after graduation or separation.

Item 218. CERTIFICATIONS / LICENSES. Documents supporting application for professional certificates or licenses. Comply with 20 USCA 1232g.
Items: applications, registration, evidence of completion of practicum, transcripts, narrative evaluation of practicum, completion of hours for certification, recommendations, evaluations
DISPOSITION INSTRUCTIONS: Original: Destroy in office 5 years after graduation or separation. Reference: Destroy in office when reference value ends.

Item 219. CLASS LISTS. Lists of students enrolled in courses taught. Comply with 20 USCA 1232g.
Items: name, social security number or student ID number, term, enrollment status
DISPOSITION INSTRUCTIONS: Original: Permanent in Registrar’s Office. Reference: Destroy in office at end of semester or when administrative value ends.

Item 220. COMMENCEMENT. See Series Title
Items: programs, attendance forms, planning records, correspondence
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 1 year.

Item 221. COMPREHENSIVE EXAMINATION RESULTS (See also: Credit by Examination; Examinations, Tests, Term Papers and Homework Records). Comply with 20 USCA 1232g.
Items:
DISPOSITION INSTRUCTIONS: Original: Permanent in Registrar’s Office. Reference: Destroy in office 1 year after verification from Registrar’s Office.

Item 222. COURSE CATALOG. Catalog describing courses offered by the university listing program and degree requirements.
Items:
DISPOSITION INSTRUCTIONS: Original: Transfer 2 copies to University Archives when published. Retain 1 copy in Registrar’s Office permanently. Transfer 10 or more copies (as required) of each publication to the State Documents Clearinghouse, State Library of North Carolina, when received from printer, in accordance with GS 125-11.8(b). Reference: Destroy in office when superseded or obsolete.

Item 223. COURSE EVALUATIONS BY STUDENTS Course evaluations completed by students.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends

Item 224. CREDIT BY EXAMINATION (See also: Comprehensive Examination ResultsExaminations, Tests, Term Papers and Homework Records). Academic credits awarded to students by special examination. Comply with 20 USCA 1232g.
Items: examination results, transcripts
DISPOSITION INSTRUCTIONS: Original: Retain in Registrar’s Office permanently. Reference: Transfer to Registrar’s Office to be incorporated into official academic file.

Item 225. DEGREE AUDIT AUTHORIZATION. Comply with 20 USCA 1232g.
Items: list of courses taken, number of credits needed to graduate, clearance notes, advisor error documentation
DISPOSITION INSTRUCTIONS: Original: Destroy in office 5 years after graduation or separation. Reference: Destroy in office when superseded or obsolete.

Item 226. DEGREE LISTING. Listings of departmental students scheduled to receive degrees at end of semester. Comply with 20 USCA 1232g.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 227. DROP / ADD FORMS. Comply with 20 USCA 1232g.
Items:
DISPOSITION INSTRUCTIONS: Original: Destroy in office 1 year after date submitted. Reference: Destroy in office when reference value ends.

Item 228. EXAMINATIONS, TESTS, TERM PAPERS AND HOMEWORK RECORDS (See also: Comprehensive Examination Results; Credit by Examination). Completed student examinations, etc. not returned to student. Comply with 20 USCA 1232g and University Code of Conduct.
Items: examinations, tests, term paper, homework
DISPOSITION INSTRUCTIONS: Destroy in office 1 year after completion of course for uncontested grade results. If challenged, destroy after resolution of challenge.

Item 229. EXTRA HOUR REGISTRATION. Requests by students to register for extra hours. Comply with 20 USCA 1232g.
Items: requests, authorizations
DISPOSITION INSTRUCTIONS: Destroy in office 1 year after date submitted.

Item 230. FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT COMPLIANCE (FERPA). Comply with 20 USCA 1232g.
Items: requests for formal hearings, requests for release of information, written decisions of hearing panel, waivers for rights of access, correspondence
DISPOSITION INSTRUCTIONS: Permanent.

Item 231. FEE ASSESSMENT FORMS. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation or separation.

Item 232. GRADE CHANGE APPEAL AND AUTHORIZATION FORMS. Used by students and faculty to appeal and change course grades. Comply with 20 USCA 1232g.
Items: forms, correspondence
DISPOSITION INSTRUCTIONS: Original: Retain in Registrar’s Office permanently. Destroy in office remaining records after 5 years. Reference: Destroy in office upon verification from Registrar’s Office.

Item 233. GRADE LISTINGS / GRADE SHEETS. Comply with 20 USCA 1232g.
Items: name, course, grade
DISPOSITION INSTRUCTIONS: Retain in Registrar’s Office permanently.

Item 234. GRADUATE STUDENT RECORDS (Departmental File). Comply with 20 USCA 1232g.
Items: correspondence, enrollment forms, grades, practicum, internships
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation or separation.

Item 235. INTERNATIONAL STUDENT DOCUMENTS. Comply with 20 USCA 1232g, 8CFR 214.2(f)(6)(iii)(B) 8 CFR 214.3(g), 8CFR 214.3(k) 22 CFR 62.10(h)
Items: 1-20 (copy of certificate of eligibility for F-1 visa status) copy of alien registration receipt card, copy of “arrival-departure” record (form I-94), copy of certificate of eligibility for J-1 visa status (DS-2019), statement of financial eligibility, correspondence
DISPOSITION INSTRUCTIONS: Enrolled, destroy in office or return 10 years after graduation or separation. Non-enrolled, destroy 1 year after application term. Note: records are to be maintained separately from admissions process.

Item 236. NAME CHANGES. See Series Title
Items: correspondence, name change forms
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation or separation.

Item 237. PASS / FAIL FORMS. Comply with 20 USCA 1232g.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office 1 year after request submitted.

Item 238. PROGRAM PROGRESSION APPEALS. Comply with 20 USCA 1232g.
Items: forms, correspondence
DISPOSITION INSTRUCTIONS: Transfer outcome of appeal to Registrar’s Office. Destroy in office remaining records 5 years after resolution of appeal.

Item 239. REPEAT COURSE. Records concerning students’ attempts to repeat courses in order to raise grades. Comply with 20 USCA 1232g.
Items: requests, disapprovals
DISPOSITION INSTRUCTIONS: Destroy in office after 2 years.

Item 240. STUDENT INFORMATION SYSTEM (Database). Comply with 20 USCA 1232g.
Items: admission applications, transcripts, correspondence, grades, raised grades, extra hour registration, repeat course, add/drop
DISPOSITION INSTRUCTIONS: Update data routinely and retain in Registrar’s Office permanently.

Item 241. STUDENT TEACHING CERTIFICATION. Comply with 20 USCA 1232g.
Items: correspondence, applications, transcripts, check sheets, grades, drop/add, class schedules
DISPOSITION INSTRUCTIONS: Original: Retain in Registrar’s Office permanently. Reference: Destroy in office after 5 years after graduation or separation.

Item 242. THESES AND DISSERTATIONS. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Retain 1 copy at university permanently.

Item 243. TRANSCRIPTS. Comply with 20 USCA 1232g.
Items:
DISPOSITION INSTRUCTIONS: Retain in Registrar’s Office permanently.

Item 244. TRANSCRIPT REQUESTS (STUDENT). Comply with 20 USCA 1232g.
Items:
request, invoice DISPOSITION INSTRUCTIONS: Destroy in office 1 year after date submitted.

Item 245. TRANSFER EQUIVALENTS. Records concerning grade transfer equivalents from other institutions. Comply with 20 USC 1232g.
Items: correspondence, transcripts, list of credit hours earned
DISPOSITION INSTRUCTIONS: Retain in Registrar's Office permanently.

Item 246. UNDERGRADUATE STUDENT RECORDS (Departmental File). Comply with 20 USCA 1232g.
Items: correspondence, grade listings, practicum, internships
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation or separation.

Item 247. WITHDRAWALS FROM UNIVERSITY. Comply with 20 USCA 1232g.
Items: withdrawal forms
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation or separation.